EXPEDITED RECRUITMENT – Operations Assistant (Movements)
JOB DETAIL
This position is only open for internal candidates.
Under the general supervision of the Head of Operations (Eurasia), the direct supervision of the Deputy Head of Operations, Eurasia, the Operations Assistant (Movements) is responsible for undertaking movements activities, with the following duties and responsibilities:
RESPONSIBILITIES AND ACCOUNTABILITIES
- Coordinate, schedule and book travel for individuals upon receipt of travel-ready status and/or request in accordance with travel requirements, including but not limited to the distribution of Advance Booking Notifications (ABNs), updates, domestic flights, cancellations and departure notifications.
- Organize and complete all bookings in a timely manner and in accordance with the Handbook of IOM Tariffs (HIT) and standard operating procedures (SOPs) from the Division of Resettlement and Movement Management (RMM). Under the supervision of the Senior Operations Assistant (Movements) distribute travel information to internal and external stakeholders.
- Compile and analyse descriptive statistics, using I-GATOR to capture costs and prepare travel loan paperwork as specified in SOPs and in accordance with host government’s procedures.
- Create movement data files, by ABN, for all individuals in accordance with SOPs and for IOM accountability.
- In accordance with local practices and RMM guidelines and standards, and in close coordination with supervisors, identify and assign escorts to accompany vulnerable individuals.
- In coordination with Senior Operations Assistant (Movements), process exit permission paperwork and ICRC Travel Documents in accordance with established standards and the local guidelines.
- Conduct identity and document verification prior to the distribution of travel documentation to refugees, immigrants and migrants.
- Conduct pre-departure counselling on pre-embarkation procedures and special needs during travel (such as meals, medication, wheelchairs and medical conditions) as needed. Identify beneficiary vulnerabilities and coordinate appropriate action to ensure they are addressed.
- Provide regular feedback on work being accomplished to the Senior Operations Assistant (Movements) and keep supervisors immediately informed of any issues that arise.
- Demonstrate an in-depth understanding of relevant Movement Operations SOPs and Movements-related systems and databases (including iGATOR, MiMOSA, SAR and Amadeus), as well as the ability to remain professional, impartial and unbiased during all interactions with migrants and colleagues per the IOM Code of Conduct and instruction on the Prevention of Sexual Exploitation and Abuse (PSEA).
- Maintain and ensure the confidentiality and integrity of all relevant paperwork in line with standards of conduct and data protection rules. Alert Senior Operations Assistant (Movements) or management of any non-compliance to SOPs or codes of conduct by IOM staff members or partners.
- Perform such other duties as may be assigned.
Education
- Completed secondary [high school] education required and five years of relevant working experience.
- Three years of working experience with a Bachelor’s degree.
Experience
- Five years of relevant working experience.
- Prior Movement Operations or transportation experience is a strong advantage.
- Work experience in programs including movement operations component, particularly in resettlement programs is a strong advantage.
- Experience with processing systems such as MiMOSA and ATOMS.
- Travel agency experience, knowledge of Amadeus or other airline GDS.
Skills
- Computer/software literate with good knowledge in Microsoft Office.
- Strong interpersonal and communication skills.
- Attention to detail and ability to organize.
- Self-motivated, objective driven and able to use own initiative and work under pressure with minimum supervision.
- Strong interpersonal communication skills
- Skills in travel management – finding value for money travel solutions
Languages
For all applicants, fluency in English is required (oral and written).
Desirable
Working knowledge of Ukrainian, Russian and/or Polish is an advantage.
Required Competencies
IOM’s competency framework can be found at this link.
The incumbent is expected to demonstrate the following values and competencies:
VALUES – All IOM staff members must abide by and demonstrate these five values:
- Inclusion and respect for diversity: Respects and promotes individual and cultural differences. Encourages diversity and inclusion.
- Integrity and transparency: Maintains high ethical standards and acts in a manner consistent with organizational principles/rules and standards of conduct.
- Professionalism: Demonstrates ability to work in a composed, competent and committed manner and exercises careful judgment in meeting day-to-day challenges.
- Courage: Demonstrates willingness to take a stand on issues of importance.
- Empathy: Shows compassion for others, makes people feel safe, respected and fairly treated.
CORE COMPETENCIES – Behavioral indicators – Level 1
Teamwork: Develops and promotes effective collaboration within and across units to achieve shared goals and optimize results.
Delivering results: Produces and delivers quality results in a service-oriented and timely manner. Is action oriented and committed to achieving agreed outcomes.
Managing and sharing knowledge: Continuously seeks to learn, share knowledge and innovate.
Accountability: Takes ownership for achieving the Organization’s priorities and assumes responsibility for own actions and delegated work.
Communication: Encourages and contributes to clear and open communication. Explains complex matters in an informative, inspiring and motivational way.
Other:
This post is subject to local recruitment. Only those holding a valid residence and work permit for Poland will be eligible for consideration.
Any offer made to the candidate in relation to this vacancy notice is subject to funding confirmation.
At the time of recruitment, all candidates must disclose any known relative or spouse who works for IOM. Candidates may also be requested to provide documentary evidence of academic degree(s), professional licenses, and proof of no criminal records as relevant to the requirements of the position advertised.
Appointment will be subject to certification that the candidate is medically fit for appointment, verification of residency, visa, and authorizations by the concerned Government, where applicable.
